Finally, a new form recently developed by a group of about a dozen very hardworking and capable VAC and volunteer directors. It’s a good example of an evaluation form having as its primary source the people who should be the primary source, because they know most about the situation and standards concerned.

We really need returns from all VAC and Volunteer Bureau directors on this, and we will be happy to share results with you. We also appreciate suggestions for additional questions which might be useful on this form. For example, Margery Parker Director of Houston's VAC, suggests these possibilities.

1.The VAC is on the mailing list of at least two national and four regional and local newsletters.

2.The VAC staff is aware of resources and consultants available to assist with problem solving and as sources of new, information.

3.The VAC by-laws are reviewed annually.

4.The VAC has a written-personnel policy that is reviewed annually.

5.The VAC has adequate protective insurance for:

Staff
VAC
Office Equipment
Volunteers

6. The VAC recruitment includes a reasonable percent of minority or low-income volunteers.

7. Ninety percent of the time the VAC staff finds their work interesting and fun.

8. The VAC refers a reasonable percent of volunteers to minority agencies.

 This initial form was created to add to the NICOV Basic Feedback System by a group of about a dozen VAC directors at the University of Colorado Advanced Certification Seminar in February 1975. It is an attempt to provide VAC or Volunteer Bureau Directors with a rough comparative feedback on the extent to which they meet a sampling of generally accepted standards of VAC operation.

Please be sure to look at all questions.

   Place two checks on each line if you’re sure it’s true for you
          Place one check on each line if you’re uncertain or if it’s only partly true
_____ Leave the line blank if it’s not true for your program

OFFICE ADMINSTRATION

Facility

_____1. We have at least 100 sq. ft. per person (); 75 sq. ft. per person ()
_____2. We have all the desks, typewriters, and office equipment we need.
_____3. We have at least two phone lines.

Finance

_____4. Expenditures to date are within 5% of the annual budget projection.
_____5. Financial records and books are kept according to standard accounting procedures.
_____6. The books are audited annually, either internally or externally.
_____7. At least two serious approaches to new funding sources were made within the last quarter.

Reports

_____8. Both referred and internal volunteer statistics are compiled monthly with understandable exceptions.
_____9. A written monthly activity report is given to the Board/Advisory Committees
_____10. At least quarterly, reports are submitted to the funding source.
_____11. There has been an analysis of the above reports, during the past quarter, for the purposes of future planning.

BOARD/ADVISORY COMMITTEE

_____12.The make-up of the Board/Advisory Committee is broad-based, including representatives from at least three-quarters of the following groups: business community representative, labor minority, client (volunteers and agencies using VAC volunteers), government, elderly, youth.
_____13.Eighty percent of the Board/Advisory Committee have been present at each Board/ Advisory meeting during the last quarter.
_____14. Board/Advisory Committee met either this month or last month to review progress and to aid in planning.
_____15. Board/Advisory Committee members joining the committee within the last six months have received an orientation to the agency.
_____16.All Board/Advisory Committee members received in-service training either this month or last month.
_____17. Each Board/Advisory Committee member participated actively on at least one task force or committee during the last year, with the exception of fully employed Board/Advisory Committee members.
_____18. No Board/Advisory Committee member resigned last month except for unavoidable reasons.
_____19. Board/Advisory Committee members and staff have a clear understanding of their respective roles, functions, and responsibilities: written (), verbal ()

STAFF - PAID AND UNPAID (exclusive of Board/Advisory Committee)

_____20.Written job descriptions, at least two paragraphs, exist for all staff.
_____21.Internal Job descriptions are reviewed at least annually.
_____22.Pre-service orientation has been given to all staff.
_____23.A group in-service training has been done within the last quarter.
_____24.The director has had at least one hour of conference time with each staff member reporting directly to him/her during the past quarter.
_____25.Staff receive a performance analysis at least annually.
_____26.Based on last quarter's plans, staff completed: a) over 90% of written tasks assigned ( ), b) some staff exceeded the goals set ( ).
_____27.At least ten-fifteen hours/month of staff time is spent in planning which looks ahead at least a half year.
_____28.Staff reads at least 150 pages of work-related publications and/or journals per year.
_____29.The Director has attended as a trainee at least one training workshop or conference in the preceding quarter (local, regional, or national).
_____30.The staff or Board/Advisory Committee conducted or helped plan at least one training workshop or conference in the preceding quarter.
_____31.Paid staff receive a fair wage by local average in relation to the level of responsibilities.
_____32.Paid staff receives fair fringe benefits according to local standards.
_____33.No staff, paid or unpaid, has resigned within the last two months except for unavoidable reasons.
_____34.A formal recognition of staff has been conducted during the last year.
_____35.The Director has informally recognized individual staff members contributions within the last quarter.
_____36.There are presently two times as many volunteers as paid staff involved in the office's ongoing operation.

PUBLIC RELATIONS

_____37.Staff (paid or unpaid) gave presentations about VAC services and/a, volunteer Opportunities at least three times during the past quarter.
_____38.A major article concerning the VAC has appeared in a local newspaper at least four times this year.
_____39.The VAC sponsors a regular column on volunteer opportunities in a local newspaper.
_____40.Now radio and/or TV spots were aired by local stations at least throe times during I the year.
_____41.The VAC has published and widely distributed a brochure on its services during the past year

AGENCY RELATIONS

_____42.The VAC has contacted within the last year at least ten agencies not previously listed with the VAC in order to obtain new volunteer job descriptions.
_____43.All agencies listed with the VAC were contacted at least once this year to up-date volunteer job descriptions.
_____44.Within the last year, the VAC staff has been asked by at least four agencies to provide consultation on the development and/or-administration of volunteer programs.
_____45.The VAC has sponsored or initiated at least one training event for –volunteer directors during the past year.
_____46.During the past year, the VAC made a conscious effort with 50% of its agencies to ensure that volunteers received recognition and training.
_____47.The VAC does not refer volunteers to an agency that does not have a designated person, paid or unpaid, responsible for its volunteer program.
_____48. The VAC initiates discussions with any agency that consistently mishandles referrals or misuses referred.

VOLUNTEERS (Recruited and placed, and other agencies)

_____49.The VAC has sponsored at least one community-wide promotion of volunteerism during the past year.
_____50.All potential volunteers contacting the VAC were interviewed in person or by phone and referred to an agency within two weeks of the initial contact with understandable exceptions.
_____51.All referrals were followed up with the agency and/or the volunteer within one month of the date of referral.
_____52.At least 75% of the referrals within the last year resulted in placements.
_____53.Within five minutes we can retrieve information on any volunteer placed through the VAC within the past year (name, address, phone number, agency where placed).
_____54.At least six groups were systematically contacted and referred to appropriate group projects during the year.

Scoring yourself: Just count the checks.

TOTAL VOLUNTEER PROGRAMS SCORE _________________

Your comments are welcome.

Name: __________________
Date: ___________________
Organization: _____________